Denny Foods (Pty) Ltd. Traceability, Rework & Recall Document: Product Recall Procedure Replaces: Doc. 11.2.0 Rev: 3 Reason for change: e! "echnologist added
Issue date: 02.03.2015 Document: 11.2.0 Page 1 of 12
Revision: 4
PRODUCT RECALL PROCEDURE A Product Recall Procedure is required to ensure smooth and fast recall of product, particularly that which may be injurious or harmful for human consumption. The TRACE/ RECALL FLOW-CHART will be followed when a potential health hazard is suspected. The relevant relevant Regional Regional irector irector will initiate initiate !mergency !mergency Recall Recall after after an investigation investigation review review.. The process will be co"ordinated by the #uality Assurance $anager or another nominated Recall Recall %o" ordinator. A TRACE/RECALL DIRECTORY is available for each site. TRACE/RECALL INDIVIDUAL RESPONSIBILITIES, information sheets are available. &n an !merg !mergenc ency y Recall, ecall, immedi immediat ate e actio action n will will be ta'e ta'en n to remov remove e all suspec suspectt produ products cts from from all all customers with out delay. Records are 'ept of all customers who receive our product and this is available on request. &n the event of an !mergency Recall, all the e(ected batches will be traced and withdrawn. )teps are in place, to ensure the withdrawal of Recalled product to the site from which it originated. $onitored destruction of the product will then ta'e place. *hen the product product cannot be transporte transported d bac' bac' to site site to be destroyed, destroyed, the person person respons responsible ible for the destruction of the product must sign a document stating that the necessary destruction of the product has ta'en place. &n the event of an !mergency Recall originating from contamination by a hazardous substance after the product has been distributed, a full investigation will ta'e place to ensure that a complete recall of the suspect product has ta'en place. These following following documents must must be completed: TRACE/RECALL COMPLAINT FORM +oc. .-. Rev. - Pg. / of 01 TRACE RECALL COMMUNICATION – MODEL DOCUMENT +oc. .-. Rev. - Pg. 2 of 01 EFFECTIVENESS CHECK QUESTIONNAIRE - MODEL DOCUMENT +oc. .-. Rev. - Pg. 3 4 5 of 01 VERIFICATION OF DISTRUCTION LETTER - MODEL LETTER +oc. .-. Rev. - Pg. 0 of 01
This can be done via a fa6 transmission, e"mail, e"mail, telephone or a personal visit. +$odel documents documents for the above are available.1 $ar'et *ithdrawal shall ta'e place where there is no hazard to human health, but where brand image or product pro7le is jeopardised. The procedure is as above, however the degree of urgency is less. An annual moc' recall will be done on processed product to ensure the e8cacy of the procedure.
Denny Foods (Pty) Ltd. Traceability, Rework & Recall Document: Product Recall Procedure Replaces: Doc. 11.2.0 Rev: 3 Reason for change: e! "echnologist added
Issue date: 02.03.2015 Document: 11.2.0 Page 2 of 12
Revision: 4
TRACE / RECALL DIRECTORY DENNY FOODS DEODAR FARM MANAGING DIRECTOR Nam: R!" H!#$%" O&' N!: ()*-+++-))( C.a: (0) 001 *)2( E-Ma%: !"345%"%"6%"7'!78a PLANT MANAGER Nam: P3%%9 Sm% O&' P3!" N.m;: (**- )0-<2(( C.a: (0) <21 02< E-Ma%: 93%%9#45%"%"6%"7'!78a RECALL CO-ORDINATOR Nam: N%'3!a# =m.a O&' P3!" N!: (**- )0-<2(( C.a: (1+1>()* E-Ma%: "%'3!a#845%"%"6%"7'!78a WAREHOUSE SUPERVISOR Nam: @P Sm%3 O&' P3!" N!: (**- )0-<2(( C.a: (1+1>()* E-Ma%: a."#m45%"%"6%"7'!78a
ALTERNATE Nam: P3%%9 Sm% O&' P3!" N.m;: (**- )0-<2(( C.a: (0) <21 02< E-Ma%: 93%%9#45%"%"6%"7'!78a ALTERNATE Nam: Ma%a"" Ka%# O&' N!: (**-)0-<2(( C.a: (0) 0 (1)< E-Ma%: ma%a""$45%"%"6%"7'!78a ALTERNATE Nam: O&' P3!" N!: C.a: E-Ma%:
A?5 Ma;! (**- )0-<2(( (*<1)+(>< a?5ma45%"%"6%"7'!78a
ALTERNATE Nam: O&' P3!" N!: C.a:
A?5 Ma#a! (** -)0-<2(( (0) (11 2)0>
E -Ma%:
a?5m45%"%"6%"7'!78a
BUYER Nam: I#a;a A?%'a O&' P3!" N!: (**- )0-<2(( C.a: ()11+)* E -Ma%: I#a;a45%"%"6%"7'!78a
ALTERNATE Nam: O&' P3!" N!: C.a: E -Ma%:
A?5 Ma#a! (** -)0-<2(( (0) (11 2)0> a?5m45%"%"6%"7'!78a
SALES/MARKETING MANAGER Nam: M%'3a Pa$ O&' P3!" N!: ()* +++-)(( C.a: (0> 2>< ()0( E-Ma%: m%'3a945%"%"6%"7'!78a
ALTERNATE Nam: O&' P3!" N!: C.a: E -Ma%:
Da Ca ()* +++-))( (0< 10> >20) 5a'45%"%"6%"7'!78a
WOOLWORTHS TECHNOLOGIST Nam: Ga C%'! O&' P3!" N!: ()* <( (22 C.a: (0> 2*2 <1*) E-Ma%: 6a'%'!4!!!#7'!78a
ALTERNATE Nam: A5 Sm%3 O&' P3!" N!: ()* <( )>1 C.a: E a5#m%34!!!3#7'!78a
-Ma%:
Denny Foods (Pty) Ltd. Traceability, Rework & Recall Document: Product Recall Procedure Replaces: Doc. 11.2.0 Rev: 3 Reason for change: e! "echnologist added
WOOLWORTHS TECHNOLOGIST Nam: G"%# K!!9ma" O&' P3!" N!: ()* <( (22 C.a:
Issue date: 02.03.2015 Document: 11.2.0 Page 3 of 12
ALTERNATE Nam: O&' P3!" N!: C.a:
Revision: 4
C!" Saama" ()* <( )+>)
E-Ma%: G"%#K!!9ma"4!!!#7'!78a
E -Ma%: C!"Saama"4!!!3#7'!78a
ATTORNEY Nam:
ALTERNATE Nam:
Da%m.%5 S3!
O&' P3!" N!:
(**-)<( +(((
Ma%a S%
O&' P3!" N!:
W!!!3# T'3"%'a Tam N.m;# Richard
Stockley
Head of Foods Technology
083 2554028
Produce Latiefa
Lester
Seets! snacks! "iscuits! s#ecial occasions! "e$erages! %uice and ine! groceries and non foods
083 4&4 425'
(a$id
Houghton
)eat! #oultry! seafood and dairy
083 448 *838
Tracy
+ogt
Technical ser$ices
083 555 4038
Sandy
,or"ett
Ready -eals! "akery! fro.ens
083 2*5 03'2
/arin
,arstensen
Technical ser$ices
083 300 2&'4
(**-)<( +(((
Denny Foods (Pty) Ltd. Traceability, Rework & Recall Document: Product Recall Procedure Replaces: Doc. 11.2.0 Rev: 3 Reason for change: e! "echnologist added
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Revision: 4
TRACE / RECALL FLOW CHART P!"%a Ha3 Ha8a5
I"#%6a%!" R% 9 $anaging irector : Recall %oordinator : ;perations $anager
A##m; R'a Tam a"5 L6a C!."# 9 $anaging irector : ;perations $anager
I"%%a R'a " ;perations $anager: Recall %o"ordinator
P!5.'%!" Daa 9 Recall %o"ordinator :%ustomer )ervices %o"ordinator<*are house $anager
H!5 Ta6#, I""!, C%" L%# " %ustomer )ervices %o"ordinator<*are house $anager : )ales<$ar'eting $anager
C%"# C!"a'5 9 )ales<$ar'eting $anager
R'a E'%"## C3'$# 9 )ales<$ar'eting $anager : Recall %o"ordinator
R'a Sa.# R9! " Recall %oordinator : )ales<$ar'eting $anager
D%#9!#a !? P!5.' " Recall %oordinator : %ustomer )ervices %o"ordinator<*are house $anager : ;perations $anager
F%"a R9! " Recall %oordinator
Denny Foods (Pty) Ltd. Traceability, Rework & Recall Document: Product Recall Procedure Replaces: Doc. 11.2.0 Rev: 3 Reason for change: e! "echnologist added
Issue date: 02.03.2015 Document: 11.2.0 Page 5 of 12
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TRACE / RECALL INDIVIDUAL RESPONSIBILITIES 1.
MANAGNG DR!"T#R $ #P!RAT#N% MANAG!R Determines the necessit# for a product recall. • • • •
2.
)ummons the Recall Team to discuss the above. &nstructs the Recall %oordinator to initiate the Recall program. $aintains contact with legal counsel.
RECALL COORDINATOR Recall %oordinator, 4 Plant $anager begin the investigation, to determine if the product is de7nitely a health hazard to the consumer. Presents factual data to the $anaging irector. =eeps the other members of the team informed. ;btains necessary data for the suspected product recall from the %ustomer )ervices %o" ordinator <>ogistic ata to be obtained? inventory of suspected product that may still be on site and a list of clients who bought the suspected product " from the %ustomer )ervices %o"ordinator < >ogistic Provides )ales<$ar'eting $anager with complete list of clients as per the %ustomer )ervices %o"ordinator < >ogistic •
• • •
•
•
@. CUSTOMER SERVICES CO-ORDINATOR/ LOGISTIC sing the date code and client despatch list, determines the locations and total volume of despatched product. &denti7es all suspect products in despatch and mar's it RE@ECT7 •
•
B. SALES/MARKETING MANAGER sing the client list as provided by the %ustomer )ervices %o"ordinator <*are Couse $anager, coordinates the sales sta( to contact all clients who received suspected product. &nforms the abovementioned clients of the Trace Recall e(ort in progress by means of a fa6 of the Recall letter and follows up with a telephone call verifying receipt of the Recall letter. •
•
/. CLIENT DISTRIBUTING THE SUSPECTED PRODUCT? Cave the client use his or her own despatching forms to determine? i. %urrent location, volume of all suspected product within their own distribution centre. ii. Dolume of all suspected product despatched and a list of a(ected clients. iii. &nform their clients to cease any further despatch of the suspected product immediately. iv. Cave their clients isolate any suspected product within their holding and mar' E; F;T )!.G v. Agree to have any suspected product sent bac' to enny Hoods immediately< destroyed with a veri7cation letter. 2. CLIENT NOT DISTRIBUTING THE SUSPECTED PRODUCT: Cave the client use his or her own receiving forms to determine? i. %urrent location, volume of all suspected product within their own store. ii. Dolume of suspected product already sold. iii. Cave the client cease all further distributing and use of suspected product. iv. Cave the client isolate any suspected product within their holding and mar' DO NOT USE7 •
•
Denny Foods (Pty) Ltd. Traceability, Rework & Recall Document: Product Recall Procedure Replaces: Doc. 11.2.0 Rev: 3 Reason for change: e! "echnologist added
Issue date: 02.03.2015 Document: 11.2.0 Page $ of 12
Revision: 4
Agree to have any suspected product sent bac' to enny Hoods immediately < destroyed with a veri7cation letter. vi. Recall e(ectiveness chec's may be carried out by telephone calls, fa6es, or personal visits. The objective of the follow"up is to verify that all the consignees are ta'ing the appropriate actions of the suspected product that has been accounted for. v.
Denny Foods (Pty) Ltd. Traceability, Rework & Recall Document: Product Recall Procedure Replaces: Doc. 11.2.0 Rev: 3 Reason for change: e! "echnologist added
Issue date: 02.03.2015 Document: 11.2.0 Page % of 12
Revision: 4
TRACE RECALL PRODUCT COMPLAINT FORM Da !? '!m9a%": T%m !? '!m9a%": C!m9a%"a": P!5.' D#'%9%!": Am!." !? 9!5.': Na. !? '!m9a%":
Ma"a6# N!%5: I"#%6a% "5%"6#:
A'%!" a$" ! '!' '!m9a%" a"5 ! 9" %# '."':
Da !? #9!"# ! '!m9a%": O.'!m/C!"'.#%!":
S%6"a.: Da:
Denny Foods (Pty) Ltd. Traceability, Rework & Recall Document: Product Recall Procedure Replaces: Doc. 11.2.0 Rev: 3 Reason for change: e! "echnologist added
Issue date: 02.03.2015 Document: 11.2.0 Page & of 12
Revision: 4
Denny Foods (Pty) Ltd. Traceability, Rework & Recall Document: Product Recall Procedure Replaces: Doc. 11.2.0 Rev: 3 Reason for change: e! "echnologist added
Issue date: 02.03.2015 Document: 11.2.0 Page ' of 12
Revision: 4
TRACE RECALL COMMUNICATION - MODEL LETTER ate? Attention? DENNY FOODS JPTY LTD, P! )2*, Ba"5%, Ra"5?!"%", Ga."6 are recalling all
. This product is produced by !FFI H;;) +PTI1 >T and is also distributed under di(erent manufacturerJs labels. !nclosed is a copy of the original client invoices, listing the quantity of product shipped to , on KKKKKKKKKKKKKKKKKKKKKKKKKK, under the product label . T3 'a %# ;%"6 %"%%a5 ! # 3 &'%"' !? !. R'a 9!'5.7
!FFI H;;) +PTI1 >T, requests consignees +wholesalers and retailers1 to hold and discontinue selling their e6isting stoc' of this product, and return any remaining inventories of the recalled products to DENNY FOODS JPTY LTD P! )2*, Ba"5%, Ra"5?!"%", Ga."6 . &f you can under any circumstances not return the product bac' to our site you need to 7ll in the VERIFICATION OF DESTRUCTION LETTER, sign that the destruction of the product has ta'en place e(ectively under supervision and fa6 the document to? (**-)0-<2(< for attention N%'3!a# =m.a7 &f you have redistributed or sold this product to other retailers, please notify your clients as to the status of this product and whom they may contact for further information at !FFI H;;) +PTI1 >T. !nclosed is a R!%A>> !HH!%T&D!F!)) #!)&;FFA&R!. *e are requesting that you complete it promptly and return the questionnaire by fa6 transmission. (02-+)0-+(*, e"mail FicholaszLdiningin.co.za
Than' you for your cooperation in this matter. Iours faithfully
Ficholas Memura #uality Assurance $anager < Recall %o"ordinator
Denny Foods (Pty) Ltd. Traceability, Rework & Recall Document: Product Recall Procedure Replaces: Doc. 11.2.0 Rev: 3 Reason for change: e! "echnologist added
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EFFECTIVENESS CHECK QUESTIONNAIRE – MODEL FA
Ha6 transmission Da ATTN S.;' Fa
: : : R'a E'%"## C3'$ :
DENNY FOODS JPTY LTD P!5.' R'a Please read each question, check the appropriate answer, and return immediately.
. id your 7rm receive noti7cation that !FFI H;;) +PTI1 >T is recalling its N Ies < Fo -. id your 7rm receive shipments of the product being recalledN Ies < Fo @. o you now have any of the recalled products on handN Please chec' your inventories before answering. This is very important. Ies < Fo B. &f the answer to question @ is I!), do you intend to return the product to !FFI H;;) +PTI1 >T as requestedN Ies < Fo /. &f the answer to question B is F;, please e6plain your intentions.
2. Cave you received any reports of illness or injury related to this productN Ies < Fo 3. &f the answer to question 2 is I!), please provide details.
5. Fame and title of the person completing this questionnaire. KKKKKKKKKKKKKKKKKKKKKKKKKKKKKK 0. )ignature
Denny Foods (Pty) Ltd. Traceability, Rework & Recall Document: Product Recall Procedure Replaces: Doc. 11.2.0 Rev: 3 Reason for change: e! "echnologist added
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EFFECTIVENESS CHECK QUESTIONNAIRE - MODEL Telephone or personal visit ate? %onsignee Fame and Address? Fame and Title of &nterviewee? SUB@ECT: R'a E'%"## C3'$ T93!" a"5/! P#!"a V%#%
This is +Fame of &nterviewer1 with !FFI H;;) +PTI1 >T. & am calling to con7rm that you have received our product recall noti7cation for . ;n !FFI H;;) +PTI1 >T, sent a letter by fa6 transmission, notifying all 7rms which may have purchased our that all remaining stoc' should be ."5 ! 5#!5 . &f you will allow me, & have a few questions to as' you regarding this recall. . id your 7rm receive noti7cation that !FFI H;;) +PTI1 >T is recalling its +product name and description1 productN Ies < Fo -. id your 7rm receive shipments of the product being recalledN Ies < Fo @. o you now have any of the recalled products on handN Please chec' your inventories before answering. This is very important. Ies < Fo B. &f the answer to question @ is I!), do you intend to return the product to !FFI H;;) +PTI1 >T as requestedN Ies < Fo /. &f the answer to question B is F;, please e6plain your intentions.
2. Cave you received any reports of illness or injury related to this productN Ies < Fo 3. &f the answer to question 2 is I!), please provide details.
Than' you for your cooperation in this matter. And your name isN TitleN &nterviewer? &f you have any further questions, you may direct them to N%'3!a# =m.a, Q.a% A##.a"' Ma"a6 D"" F!!5# D!5a Fam, (**-)0-<2((7 !FFI H;;) +PTI1 >T, P.;. Oo6 /5, =rugersdorp *est, 3B-
Denny Foods (Pty) Ltd. Traceability, Rework & Recall Document: Product Recall Procedure Replaces: Doc. 11.2.0 Rev: 3 Reason for change: e! "echnologist added
Issue date: 02.03.2015 Document: 11.2.0 Page 12 of 12
Revision: 4
VERIFICATION OF DESTRUCTION LETTER – MODEL LETTER & +name and surname1 verify that all the were removed o( the shelves and & have witnessed the destruction of the above mentioned product on our premises. The product was destroyed in the following way?
& verify that no one will have access to the above"mentioned destroyed product.
Fame? Position? ate? )ignature?
